Administrative Assistant, US Gastroenterology - Hybrid

Company Description

AbbVie's mission is to discover and deliver innovative medicines and solutions that solve serious health issues today and address the medical challenges of tomorrow. We strive to have a remarkable impact on people's lives across several key therapeutic areas – immunology, oncology, neuroscience, and eye care – and products and services in our Allergan Aesthetics portfolio. For more information about AbbVie, please visit us at www.abbvie.com. Follow @abbvie on X, Facebook, Instagram, YouTube, LinkedIn and Tik Tok.

Job Description

Reporting to the Head of Marketing this outstanding administrative professional will also manage the calendars, travel and expense for an additional seven directors. In addition, this administrative assistant is central to the overall working of the Gastro Family marketing team and will frequently take the lead in organizing meetings for the team both on and offsite. 

Responsibilities: 

• Proactive calendar management for at least eight directors, including but not limited to, setting up meetings, accepting/declining/rearranging meetings set up by others to manage conflicts
• Booking travel and accommodation including managing registration for congresses for directors
• Organizing onsite and offsite meetings including booking suitable rooms/venues, arranging all necessary supplies, and organizing catering
• Organizing IT equipment for all directors that you support
• Strong collaboration and coordination with Executive Assistant to VP Gastroenterology
• Manage end-to-end expense reporting for multiple directors, acting as a delegate in SAP Concur to prepare, review, and submit accurate, timely, policy-compliant reports.
• Submit and manage POs and SOWs on behalf of directors, ensuring complete, accurate entries and alignment with procurement and finance requirements.
• Manage and maintain accurate in-house team rosters and email distribution lists, ensuring the right stakeholders are included for key communications and organizational updates.

This role is a hybrid opportunity based in AbbVie's Mettawa, IL office. 

Qualifications

• High school diploma or equivalent. College qualifications preferred.
• 1+ year(s) prev